Vanderbilt University Program Coordinator - Office of Undergraduate Medical Education/Office of Medical Student Research in Nashville, Tennessee

Program Coordinator - Office of Undergraduate Medical Education/Office of Medical Student Research (Job Number: 1800732)


About the Position:

The Vanderbilt University School of Medicine seeks a ProgramCoordinator to support the Office of Medical Student Research (OMSR) / Office of Undergraduate Medical Education (OUME). Under the direction of the OMSR-Program Directors and OUME-Administrative Director, the Program Coordinator will support the daily operations of successfully organizing, facilitating, and executing the work of both the Inquiry Program (a four-year program for MD students with 3-6 months of protected research time) and the Medical Scholars Program (a one-year program which assists Vanderbilt and Meharry MD students with both the internal and external research opportunities). This position will also have general office support / back-up responsibilities.

The Program Coordinator is responsible for partnering with assigned faculty course directors on all administrative / operational tasks involved in course delivery (set-up for online learning system, purchasing, classroom preparation, trouble-shooting, etc.). Coordinators must also work well in a team environment with other course support staff, students, and faculty; ensure institutional policies are followed; and actively engage in continuous quality improvement of all systems and processes.

The successful candidate will have experience in program administration and coordination, enjoy working in a fast-paced environment, be committed to continuous improvement, and have excellent communication and computer skills, including survey administration and data management. Enthusiasm for working in a collaborative environment with faculty, staff, and students is key to this position.

About Vanderbilt:

Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university’s students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday

Duties and Responsibilities:

  • Assist withthe planning and developing of the program(s) in order to meet establishedgoals, objectives, and timeliness (30%)

  • Provides inputinto the establishment of goals and objectives with Medical StudentResearch Program Directors

  • Incollaboration with the faculty course directors, leadership, coursesupport colleagues, and instructional design team, creates and supportscourses in the School of Medicine’s learning management system, VSTAR, andensures smooth course operations

  • Continuouslycompiles, reviews, and analyzes program outcomes against the establishedgoals, objectives, and timelines

  • Recommendsand, with leadership input, implements improvements to the program

  • Identifies,researches, and selects the facilities necessary for program activities;schedules facilities as appropriate

  • Acts as aliaison for the program by answering inquiries, providing information, andaddressing concerns

  • Assists withthe planning and execution of the program (50%)

  • Incollaboration with the Program Directors, develops the overall logisticalplan necessary to successfully execute course support plans

  • Manages andproposes features of VSTAR to enhance user experience

  • Assists indatabase management

  • Assists withstudent course completion and program progression

  • Facilitatescollaborations across units in support of program activities

  • Creates andmaintains appropriate documentation of program activities to ensurecompliance with Vanderbilt’s internal policies and procedures and Schoolof Medicine accreditation requirements

  • Empowered tomake on-site decisions to resolve problems brought forth by faculty,student participants, suppliers, and vendors

  • Must be ableto travel off-site, but within Nashville, for lunch meetings

  • Creates avariety of lunch meetings for recruitment purposes

  • Hostsoccasional small-scaled Research mentor orientations over breakfast orlunch hours

  • May managestaff, students and/or volunteers supporting the program/specific projects

  • Providesbudgetary management to the program (10%)

  • Assists inensuring that the program is executed on or under budget

  • Manages thestudent travel reimbursement process

  • May makepurchases and requisitions items needed; may have signature authority forsuch purchases and requisitions

  • Providesadministrative assistance to course directors and/or leadership (10%)

  • Importingcourse materials into the VSTAR learning management system

  • Interfaceswith the faculty and staff leadership teams for specific projects thatenhance course offerings

  • Other dutiesas assigned


  • Position requires at least 2 years of experience in program administration. Bachelor’s degree preferred or the equivalent combination of education and related experience.

  • Experience managing and organizing information in a learning management system (LMS)

  • RedCap experience preferred

  • Experience working with database management

  • Experience using Microsoft Office Suite programs is required

  • Highly organized, self-motivated, and inquisitive

  • possess strong computer, interpersonal, and communication skills (written and verbal)

  • Must be highly committed to professionalism, attention to detail, confidentiality, problem solving, and time management

  • Must be able to work efficiently and effectively with competing priorities and deadlines in a fast-paced environment

  • be accountable for assigned tasks and take ownership of work product

  • Must have the desire and skill to speak publicly with small groups

  • Must have dependable transportation for occasional off-site meetings


In addition to offering a lively community that encourages learning and celebrates diversity, VU offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview at

Key Characteristics of a Successful Team Member inthis Work Unit:

  • Assumes theBest -- Assume that others are working as hard as you are on thingsthat are as important as what you are working on. Just because you don’tknow what someone does, it doesn’t mean they’re not doing anything.

  • Believes –Believes in the work being done and in the importance of theorganization’s mission.

  • CreativeThinking – Goes beyond the boundaries of the job description,willingly takes on new challenges, finds creative solutions rather thanalways awaiting direct instructions

  • Integrity –Holds oneself accountable; takes responsibility for failures as well assuccesses, recognizes that trust is required to hold a team together.

  • Teamwork –Genuinely values teamwork and co-workers; make them feel valuable andimportant by acknowledging what they do well. Doesn’t expect fromothers effort that one is unwilling to do themselves. Finds ways toacknowledge other’s strong suits.

Job requires Bachelors and 2 years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 18540 - Undergraduate Medical Education

Job: Institutional Affairs Professionals